How to bid on Venue & Event Management Software for Okaloosa County

What Okaloosa County is buying

Okaloosa County Tourism Department is looking for venue and event management software. This software will be used for various county-owned properties, including the Destin-Fort Walton Beach Convention Center, the Rigdon Center, the Baker Recreation Equestrian Center, and the Northend facilities. It will also cover two new properties, Shoal River Preserve and Highway 98 Venue, which are coming online soon.

The software needs to support a wide range of venues, from large convention spaces and festival grounds to equestrian arenas, horse stalls, barns, and cabins. The goal is to manage diverse events such as large-scale festivals, sporting tournaments, trade shows, rodeos, weddings, and community gatherings.

Key dates and deadlines

The Request for Proposals (RFP) was published on August 28, 2026. All proposals must be submitted by September 25, 2026, at 4:00 PM ET. It is important to submit your response before this deadline, as late submissions may not be considered.

Who this opportunity suits

This opportunity is suitable for technology firms specializing in venue and event management software solutions. Companies with experience in managing diverse facility types, including convention centers, recreational facilities, equestrian centers, and outdoor event spaces, would be a good fit. Vendors should be prepared to offer a comprehensive software solution that can handle various operational complexities for different venue sizes and event types.

How to respond

To access the full solicitation details and submit your proposal, you need to go to the agency's procurement portal, OpenGov Procurement. You will need to sign in or create a free vendor account on OpenGov Procurement. This account will allow you to download all necessary plans and documents, ask questions, join the planholders list, and submit your response.

Any addenda or updates to the solicitation will be communicated through OpenGov Procurement, so it is important to monitor the portal regularly after signing in.

Tips for a competitive response

When preparing your proposal, clearly demonstrate how your software solution can manage the wide variety of venues and event types mentioned, from large convention centers to equestrian facilities and outdoor spaces. Highlight any features that specifically address the unique needs of each facility, such as managing horse stalls, RV hookups, or different types of event spaces.

Provide examples of your software's capabilities in handling food and beverage services integration, especially since the Destin-Fort Walton Beach Convention Center uses an exclusive catering contractor. Emphasize your experience with similar government or large-scale multi-venue clients. Ensure your proposal is well-organized, addresses all requirements outlined in the RFP, and clearly articulates the benefits and value your solution brings to Okaloosa County.